Conference Specialist

SHIFT:

Day (United States of America)

Seeking Breakthrough Makers
Children’s Hospital of Philadelphia (CHOP) offers countless ways to change lives. Our diverse community of more than 20,000 Breakthrough Makers will inspire you to pursue passions, develop expertise, and drive innovation.
At CHOP, your experience is valued; your voice is heard; and your contributions make a difference for patients and families. Join us as we build on our promise to advance pediatric care—and your career.

CHOP does not discriminate on the basis of race, color, sex, national origin, religion, or any other legally protected categories in any employment, training, or vendor decisions or programs. CHOP recognizes the critical importance of a workforce rich in varied backgrounds and experiences and engages in ongoing efforts to achieve that through equally varied and non-discriminatory means.

A Brief Overview
Under the direction of the Director of Continuing Medical Education [CME], performs complex diversified administrative, operational, and strategic functions. Must be able to meet deadlines, work on several projects at once, and understand all the concepts involved in the work performed. Must be able to work autonomously and make independent judgements. Must be able to provide direction and guidance to fellow department personnel. This includes the planning and coordination of all medically related education events, the preparation and monitoring of conference budgets, review and maintenance of all documentation required for CE conferences, and meeting with physicians, business managers and other health care professionals involved in the conference planning process.
What you will do

• Plan, coordinate and manage all aspects of meeting planning for conferences sponsored by The Children’s Hospital of Philadelphia for health care professionals (80%)
• Work with course directors during entire planning process.
• Prepare conference timelines and budgets. Recommend appropriate registration fees.
• Negotiate contracts for off-site hotel or conference centers and overnight rooms.
• Coordinate on-site conference space.
• Coordinate virtual conferences.
• Coordinate catering, Audio-Visual, and other logistics for in-person conferences.
• Resolve planning problems with in-house and outside personnel.
• Coordinate all aspects of conference marketing materials with the Public Relations Department.
• Work with Medical Director of CME and Director of CME to resolve administrative issues.
• Work with outside vendors and pharmaceutical reps during planning process.
• Monitor Budgets (5%).
• Meet with course directors and business managers throughout planning process to monitor expenditures.
• Prepare final conference budgets for closing of conference.
• Prepare final conference evaluation report.
• Manage special accounts for each conference.
• Review and maintain accreditation documentation. (5%)
• Work with CME Accreditation Manager to complete documentation required for CME credits.
• Prepare final documentation for administrative closing of conference.
• Review materials forwarded by speakers and corporate supporters.
• Assist other CME Meeting Planning Managers with their conferences. (8%)
• Provide administrative & planning support to other CME Meeting Planning Managers and their meetings.
• Supervise Assistant Meeting Planner (2%)

Education Qualifications

• High School Diploma / GED Required

Experience Qualifications

• At least two (2) years of event planning experience Required
• At least three (3) years of event planning experience Preferred
• Previous CME related experience Preferred

Skills and Abilities

• Intermediate proficiency with office software (Microsoft Office)
• Intermediate knowledge of accounting principles
• Intermediate knowledge of Accreditation Council for CME [ACCME] guidelines
• Basic knowledge of medical terminology and specialties
• Excellent verbal and written communications skills
• Excellent time management skills
• Excellent organizational skills
• Strong critical thinking / problem-solving skills
• Strong project management skills
• Ability to maintain confidentiality and professionalism
• Ability to work independently with minimal supervision
• Ability to collaborate with stakeholders at all levels
• Must be able to multi-task, project manage and demonstrate organizational skills

To carry out its mission, CHOP is committed to supporting the health of our patients, families, workforce, and global community. As a condition of employment, CHOP employees who work in patient care buildings or who have patient facing responsibilities must receive an annual influenza vaccine. Learn more.
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SALARY RANGE:

$67,500.00 - $86,060.00 Annually

Salary ranges are shown for full-time jobs. If you're working part-time, your pay will be adjusted accordingly.

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At CHOP, we are committed to fair and transparent pay practices. Factors such as skills and experience could result in an offer above the salary range noted in this job posting. Click here for more information regarding CHOP's Compensation and Benefits.